PUBLIC RECORD OFFICE
Reference :-
C.O.885
19 PUBLIC RECORD OFFICE, LONDON
ALLY WITHOUT PERMISSION OF THE BE REPRODUCED PHOTOGRAPHIC- COPYRIGHT PHOTOGRAPH-NOT TO
Class III.
reorganised
210
ATTENDIX VI.-continued,
eventually-either to a higher grade or to a fixed post. In some suggestions made below as to promotions, the Committee suggest how they consider a man's good service should be remembered for this object.
The general recommendations of the Committee may for convenience be comprised under six heads, viz. :—
1.-FOURTH CLASS.
A more defined statement of the minimum and maximum and annual increments.
2.-THIRD CLASS.
A scheme of minimum and maximum salaries and annual increments.
3.-FIRST AND SECOND CLASS.
The abolition of Classes I and II., and definite minimum and maximum salaries, to be allotted to the various posts, and fixed increments,
4.-PROMOTION.
A consideration of the question of promotions. 5.-All increments to be dependent on a report to be made each year to the Crown Agents by the heads of departments on those working in their departments.
6. The abolition of all tea money. As regards 1 (fourth class), the Committee put for- ward the following scheme for the fourth class, viz. :— £50 or £70 to £100 increments of £6 per annum.
£100 to £190 £190 to £250
39
11
£7 109. £10
#
M
No fourth-class clerk to advance beyond any of the above stages unless special report is made upon his work by the head of his department.
These increments, with the exception of the first, viz.: £6 to £100, are similar to those given in the case of the second division of the Civil Service, and the requirement of a special report before a clerk passes from one stage to another is also part of the regulation for second-division clerks in the Civil Ser-
vice.
The reason of the Committee for fixing the lowest of the increments at the rate of £6 per annum, in- stead of the £5 which prevails in the second division of the Civil Service, is that they deprecate very strongly the granting of either overtime pay, which prevails in the Civil Service, or the granting of any tea money, both of these grants being, in the opinion of the Committee, inducements to clerks to stay late and encouragements to those who are slow and un- energetic in their work, while they act to the disad- vantage of those who work quickly and intelligently, In addition, none of the clerks already in the fourth class have passed the second division examination, and the slightly larger increment will make up some- what for the lower figure at which they commence their service.
Promotion into the third class to be as stated in the office minute, this taking the place of the higher grade of the second division, who in certain conditions have the chance of rising to a maximum of £350,
2. THIRD CLASS,
The following scheme for the third class is suggested as one which the Committee believe would remove the
on the basis of dissatisfaction which undoubtedly exists at the pre- Section Heals sent time, viz. :- to receive increments of
£15-the
remaining
members
£10 a year.
£90 to £150-Annual increment of £10=6 years. £150 to £300-Annual increment of £15= 10 years. A certain number in each department, who would be specially selected as heads of sections (or who do more responsible work than others of the class) being allowed to continue up to £100 a year by increments of £15 per annum.
1
No one to rise beyond £150 or £300 unless he is specially reported on by the head of his department.
3-FIRST AND SECOND CLASS.
Classes I. and The Committee recommend that the terms first and II. have since second class should be abolished, and suggest that the 1893 been
Crown Agents should substitute for them fixed posts ciescribed as Hends of
in the office consisting of heads of departments and Departments
assistants, Each post should have allotted to it s and Deputy
fixed minimum and maximum salary and fixed annual Heads uf
increments. The Committee are quite of opinion Departments that the duties of these different posts will vary, and that the salaries must be fixed accordingly, but they do not think it within their province to make any
suggestions as to the fixing of these minimum and maximum sataries and increments.
They would, however, make the following sugges tion, viz. that the salaries and increments so fixed should come into operation immediately an appoint- ment to any such post is made--but no person pro- moted to a higher post should in any case suffer any pecuniary loss by such promotion.
1.-PROMOTION.
Some disappointment has been caused in the past by misunderstandings as to the manner in which pro motions have been made, and the Committee are of opinion that it would be possible to devise some scheme which would in no way interfere with the pre- rogative of the Crown Agents to promote those whom they think fittest for any post, but would at the same time show to those who are passed over that their cases have not been left unconsidered. The Com- mittee therefore suggest that, in addition to consulting with the heads of departments concerned in any pro- notion, the Crown Agents should also first consult with the Chief Clerk as to those who are the seniors and are next on the list for promotion, so that it may be a matter of known certainty that each man's case is considered, The Committee would also sug gest that when the Crown Agents make the selection they should inform the Chief Clerk, and place him in possession of the circumstances in which certain seniors may have been passed over in favour of some one junior to them. It would then be the duty of the Chief Clerk to answer the enquiries of those who feel themselves aggrieved, provided that such en- quiries were made through the head of the department in which such aggrieved persons might be working.
It would be the duty of the Chief Clerk to keep himself in touch with leads of departments and with the working of the office generally, so that he might be in a position to assist the Crown Agents with any information which they might wish to obtain from him.
5. INCREMENTS DEPENDENT ON AN ANNUAL REPORT TO THE CROWN AGENTS BY HEADS OF DEPARTMENTS, The Committee consider that the heads of all de- partments should each year make a report to the Crown Agents on each member of their departments with a view to recommending whether or not the usual increment should be given. The report should state against each name either-
1. Not recommended.
2. Recommended.
3. Specially recommended.
The object of the special recommendation would be
to enable the Crown Agents to judge of the best men
in each department, and earmark them for considera- tion for promotion in due time.
6. The Committee strongly recommend the aboli- tion of all tea money.
It appears to the Committee that the adoption of the above recommendations will tend to allay any general dissatisfaction, but the Committee have certain further suggestions to make which will perhaps be stated best by following the order of the "General Grievances" as shown in the earlier portion of this report :--
CLASS IV.
1 and 2. Dealt with in scheme, above.
8. The Committee are of opinion that in future the Has always claims of the fourth class should receive consideration been done. before appointments are made to the third class from outside.
4. The Committee would recommend that early steps This had to should be taken for the placing of the supplementary stand over staff upon the permanent staff of the office, and that until the the insurance scheme should be extended in some
future of the degree to the fourth class as foreshadowed in the
Transvaal office minute.
Orange Riva Colony was settled.
5. No comments.
6. The Committee have recommended the abolition of the tea allowance.
7. This consideration has been dealt with by the pro- posed £6 increment.
CLASS III.
1, 2, 3, 4 and 5. Dealt with above.
Staff increase and work transferred to other Departments,
Done.
Дене
Done.
Bee note
under
Clasa IV.
Staff
increased and bours of attendance
re-arranged.
APPENDIX VI.-continued.
6. The Committee are unable to agree in the sug- gestion made in this case.
7. Pay office. This is a matter to be dealt with by the Crown Agents. The Committee have gone carefully into the matter, and it would appear that late stop- ping is unavoidable at times whatever the staff may be. The grievance might, however, be met by a slight in- crease in staff and also by allowing members of the Department to go earlier when the work is slack- say, at 4 o'clock.
8. Dealt with under "Promotion."
9. It appears to the Committee that this should be conceded for the following reasons:-
(a) It would be an advantage to the office for it to be known in the Colonies that the work con- nected with their engineering indents is being carried out by professional men.
(b).The office does not offer much hope for pro- motion, as the engineering assistants can only look for promotion in their own department, and it would therefore be to their advantage when trying to obtain any appointment outside if it was known that they had been employed in a technical capacity.
The Committee suggest that the Crown Agents might assist the engineering assistants in getting appoint- ments in the Colonies.
Committee have
10. Exceptional overtime. The already expressed their opinion that it is inadvisable to pay for overtime but in exceptional circumstances such as are indicated here; they suggest that a means of recognition might be found by granting extra holidays.
11. Probation. The Committee strongly recommend that those who are still on the supplementary list should be brought as soon as possible on to the per- manent staff. Some of these were appointed on pro- bation for one year and they are still in the same position, although this period has long been exceeded. If it is not considered possible to bring the whole of the supplementary staff (Classes 3 and 4) on to the permanent staff of the office, it would only seem to be fair that those who are on the supplementary list should receive larger increments than those who have permanent employment and have the prospect of a pension in the future. If this is done, and the man is eventually brought on to the permanent staff, his salary should be proportionately reduced to the figure to which he would have attained had he been on the permanent staff from the commencement of his ser- vice.
LADIES.
The Committee feel that they must leave the ques- tions of retirement and marriage to the Crown Agents. The complaint of long hours on the part of the corre spondence department seems to call for some redress, and the Committee would suggest that the staff should be increased so as to enable a portion to come at ten and go at four, and a portion to come at eleven and go at five-it being understood that all are bound to stay as late as may be necessary to finish the work of the day. The arrangements for the working of this to be made by the head of the department.
11th November, 1904.
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211
In addition to the grievances already stated, the Committee received a large number of personal griev- ances, the majority of which they believe will be re- lieved by the suggestions already made. They think that Miss Lloyd, who is the second lady in the cor- respondence department, should at least rise to the
Miss Lloyd £100 a year which she states was promised to her on scale 150 to
placed on engagement, and they also consider that the case of £200. Miss Boddy (correspondence department) merits the Miss Boddy consideration of the Crown Agenta, more especially in view of the promise which she states was made to her scale £200 to
placed on when she succeeded her predecessor.
£250.
The Committee further beg to suggest for the Crown Agents' consideration the desirability of some modifi- Alternate cation in the rules as regards holidays. It appears Saturdays to them that the senior members should be entitled to
given to
& longer holiday than the junior members. They also Classes I. suggest that the office hours on Saturday might be and 11. made to terminate at one o'clock unless it should be Done. necessary for anyone to stay later. All luncheon to be taken after the office is closed.
During the course of the investigation by the Com- mittee it has been brought out in more than one instance that boy copyists are performing responsible work, such as the drafting of letters, examining and passing, under initials, invoices for payment, despatching The number postal orders to allottees, and various other duties of Class IV. which are contrary to the Civil Service regulations clerks for such boys and which might cause a serious mone considerably tary loss to the office. The Committee therefore re- increased. commend that in fature the duties of copyists should be strictly confined to the regulations, and that, if necessary, clerks should be engaged to carry on the work which is now being performed by copyists.
SMOKING.
At Sir E. Blake's request the Committee have con- Smoking sidered the question of smoking in the office. They allowed after think that after the office door is closed, viz., four 5 o'clock in o'clock, there is no objection to the staff being allowed the case of to smoke. A notice might be put in the rooms to this any staying effect, with a warning note that care should be taken late, to avoid any danger of fire by throwing down matches or lighted cigarettes.
BICYCLES.
The Committee find that it would be a great boon Done. to the junior members of the staff if some provision could be made for bicycles.
In the course of their inquiry the Committee have endeavoured to elicit every kind of information and suggestion which might be of value for the purpose, and they trust that the results, as set out in their report, will be of assistance to the Crown Agents, and enable them to make such rules and regulations for the good government of the office as will create a healthy public opinion and, as a consequence, secure the efficiency and prosperity of the office, which it is the interest of all, from the lowest to the highest, to maintain.
In conclusion the Committee would impress upon Not possible. the Crown Agents that their investigations have shown them the necessity of any reorganisation which the Crown Agents may contemplate being carried out without delay.
(Signed)
E. G. ANTROBUS,
J. F. CARMICHAEL.
THOS. DUNN.
N. E. O. WILLIS.
H, WARDE
H. E. WIMPERIS, Hon. Sec.
1
DD 2
212